By Nancy Campbell and Martie Kernodle

How do you use meetings to leave a positive and powerful impression, and make sure your professionalism and credibility shine through?

One way is to observe some important rules of meeting etiquette. These rules demonstrate your respect for other participants and go a long way toward building stronger business relationships.

Be Punctual
Arrive early, not just "on time." This allows you to have a few minutes of casual, social conversation with others. It also gives you a jump on introductions if there are people present who you don't know. Never underestimate the power of a little "idle chit-chat" when it comes to building relationships.

Tip: If you're not familiar with the area, building or room, allow yourself an extra 15-30 minutes to get there.

Come Prepared
Never delay the meeting and waste others' time by using the meeting itself to "catch up." Be prepared for the purpose of the meeting: brainstorming, exchanging information or making decisions.

Also, bring all relevant work material you might need (e.g., paper, pens, meeting materials, board books, etc.).

Tip: If your schedule has been so backed up that you haven't had time to prepare, courteously explain this to the chairperson before the meeting starts. Then quietly catch up as quickly as you can while still keeping an ear on the conversation. Do not expect others to wait for you, and don't expect the chair to delay the discussion.

RSVP
When asked to attend a meeting, reply in the way requested and by the time requested. Less formal meetings often don't require an RSVP. However, more formal meetings are often structured. Some require that space be reserved and adequate supplies or food and drink be ordered. Some formal meetings may depend on having a quorum present.

Tip: Even if the meeting is informal, it's always courteous to drop the others a fast note that you'll be there.

Turn Off Electronics
This is the top complaint by meeting attendees. Businesspeople everywhere grind their teeth in frustration when a Blackberry buzzes on the table or a cell phone rings. It's perceived as very rude. Enough said!

Tip: If you absolutely must leave your Blackberry or cell phone on for emergency reasons, inform the chair and/or the rest of the group that you're expecting an emergency phone call and will mute your phone so as to minimize the disruption.

Listen
A client, vendor or board meeting is not a soapbox. Your comments are valuable, but so are everyone else's. People are impressed by, and feel comfortable with, others who respect and value what they have to say. The only way to demonstrate that is by genuinely listening to what they say.

Tip: Do not engage in "cross-talk." It's universally perceived as selfish and rude.

Be Brief
No one likes "droners" who seem to enjoy the sound of their own voice. Be pleasant, but succinct and clear.

Tip: If you have a detailed question or comment, break it into several clearly defined or numbered parts so each part is easy to follow. Then work your way through one at a time.

Observe Established Protocols
Informal meetings often have few protocols. Casual dress, casual agendas and casual conversations may be the rule.

However, formal meetings almost always have established protocols. Allow senior or ranking members of the group to speak first. Dress professionally. Formal meetings also may require you to address your remarks to the chair rather than to the group.

Tip: If you're not sure what the accepted protocols are, ask.
 
Conversation
Think through your contribution beforehand. What expertise, experience, insight or help can you provide? This is part of your preparation and will help you stay succinct.

Casual, off-the-cuff language may be okay in informal meetings, but formal meetings usually require more formal and diplomatic language.

Also, never interrupt. People who interrupt are perceived as thoughtless, rude and self-absorbed. And don't hog the floor or try to dominate the conversation.

Tip: If you have a pressing comment or question but the other person is still speaking, either (a) write it down so you can come back to it later, or (b) say "Please excuse me for interrupting. Before you go any further, I'd like to talk about what you just said ..."

Remember, good meeting etiquette makes good business sense. People do remember your conduct in meetings, so the right meeting behaviors are a ticket to stronger business relationships.
 
Nancy Campbell and Martie Kernodle are co-founders and managing partners of the Business Behavior Institute. You can reach them at (816) 356-6787 or .